Elevate’s Best Practices for Business Systems + Processes

Every business is built on systems and processes. The question is – are they intentional and strategic or chaotic and disorganized?

We consider a system to be the tools you use to do things in your business and a process to be the way your business does things. 

And today we’re pulling back the curtain on how you can improve the systems and processes in your own business based on our talented Executive Assistants’ decades of experience. 

Where business systems + processes get stuck

If you feel like your business could run more efficiently or effectively, you’re probably experiencing one of these common issues with your systems and/or processes:

• Your scheduling platform and calendar are not syncing well

• Your data intake is all over the place and inconsistent

• There’s no clear ownership of processes

• Undefined client/team member onboarding and offboarding

• Tasks from emails aren’t accurately captured or turned into to-do list items

• Invoicing errors, missed deadlines, or inaccuracies

• Scheduling conflicts and issues

Best methods for streamlined, effective business systems + processes

When you have effective systems and processes in place across the board, everything in your business will run more smoothly. 

Your systems and processes are the key to building a strong foundation for long-term success and sustainability. They’re one of the most crucial elements of your entire operations!

Here’s what our experienced EAs suggest you implement:

• Use Zapier to seamlessly integrate your calendar and scheduling app

• Use Google Forms to streamline recurring data intake or automate the entire process through a CRM like Dubsado

• Create a clear organizational chart with roles and responsibilities clearly outlined

• Identify information holders (who aren’t the CEO) to be responsible for filling in gaps and answering questions when needed

• Use a tool like Visio, Lucid, Clickup, or Miro to create a flowchart for onboarding and offboarding (and other processes, too!)

• Connect a project management tool like Asana to your email so you can easily pull and create tasks from your inbox

• Set up a process for how invoices are paid and use a software like QuickBooks or Bill.com to automate and hold you accountable

Need help with your systems and processes?

These best practices will help you create intentional, effective systems and processes within your organization.

If you know you need someone to step in and manage the process for you (and maintain the systems and processes that are put in place), we would love to share more about our Executive Assistant services!